Toronto Paramedic Services Looking for ADMINISTRATIVE ASSISTANT 2 at Toronto, Ontario, Canada Full Time

• Job ID: 44147
• Job Category: Solid Waste Management Services
• Division & Section: Policy, Planning & Outreach
• Work Location: City Hall 25th Floor
• Job Type & Duration: 1 Permanent Full-time
• Salary: $62,480 – $75,087, TX0003, Wage grade 4
• Shift Information: Monday to Friday, 35 hours per week
• Affiliation: Non Union
• Number of Positions Open: 1
• Posting Period: February 14, 2024 to February 27, 2024

Position Summary

Reporting to the Director, Policy Planning & Outreach (PPO) Section of the Solid Waste Management Services Division, the Administrative Assistant will support the Director and the day-to-day operations of the section.

Major Responsibilities

• Provides administrative support in the day-to-day operations of the division and provides related support to other units within the division working in a pooled capacity.
• Assists with developing, processing and tracking staffing requisitions.
• Prepares and processes documents including presentations, statistical summaries and reports requiring the assessment and analysis of confidential data, using a variety of applications and information systems.
• Prepares agendas, takes/transcribes minutes and follows-up taking action when necessary and handles confidential and complex documents and reports.
• Exercises caution and discretion with labour relations, personnel and other confidential information.
• Types correspondence including that of a confidential nature.
• Handles scheduling of appointments and ensures that the appropriate information is provided.
• Conducts background research, investigations and retrieves information on various issues.
• Screens, reviews and prioritizes incoming mail, processes correspondence, and initiates response.
• Ensures that the tracking and following up of requests is maintained and deadlines are met.
• Monitors and controls the workflow of the unit, ensuring adherence to relevant policies.
• Liaises with and exchanges information with all levels of staff, elected officials and the public.
• Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data.
• Drafts correspondence, composes and types letters and memoranda and routes or answers correspondence.
• Reviews Council reports, briefing notes, contracts and purchase order amendments for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature.
• Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems.
• Prepares presentation material utilizing detailed layout and formatting.
• Coordinates and maintains a complex record/retrieval system.
• Maintains supplies and inventories.
• Responds verbally and in writing to enquiries and complaints from senior staff, the public, agencies, and other levels of government utilizing in-depth knowledge of procedures, regulations, criteria etc. and records detailed messages.
• Assists with budget administration for the unit.
• Coordinates meetings, events and schedules.
• Ensures that all sectional assets lists such as those for computers and phone equipment is maintained through coordinating regular reviews and updates with managers.
• Maintains the section’s staff directory.
• Maintains continuous awareness of municipal matters, departmental administrative systems and procedures, organization structures in the division, and major activities in order to provide effective administrative assistance.
• Prepares and organizes Council materials (including confidential and employment/labour relation matters), background, and briefing notes. formats Committee reports prior to signature.

Key Qualifications

Your application must describe your qualifications as they relate to:

• Considerable experience in the performance of secretarial and/or administrative support duties handling a broad range of administrative matters, standard office practices and procedures.
• Considerable experience reviewing and creating documents, letters, briefing notes and other material, as required with a keen attention to detail and consistency.
• Experience working with confidential materials/information for senior management and ability to exercise independent judgment and discretion in dealing with highly confidential operational matters and with management staff.
• Experience in the use of a variety of software packages including advanced knowledge of Microsoft Office Suite, i.e. Word, PowerPoint, Excel and Outlook, to prepare correspondence, presentations, charts and other data representations, and the ability to identify and improve standard administrative practices and procedures.
• Experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting complex reports, correspondence, charts, tables and reports to Council and Committees.
• Highly developed customer service and interpersonal skills with the ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level, members of the public and external agencies.
• Excellent organizational and time management skills, including attention to detail, and ability to set priorities, meet deadlines and deal with conflicting priorities and work demands.
• Strong analytical and problem solving skills with proven ability to handle sensitive issues.
• Ability to work independently and effectively with minimal supervision, prioritizing work schedule, complete assigned duties within timelines.
• Must be resourceful, flexible, adaptable, and possess a high degree of common sense and initiative.

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity .

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request . Learn more about the City’s Hiring Policies and Accommodation Process .